Administrative Assistant

The Administrative Assistant is responsible, as directed by the Administrator for the co-ordination of office services; liaison with departments, head office personnel, health professionals, health care facilities, with administrative services.

**PERFORMANCE REQUIREMENTS**

Under the direction of the Administrator, undertakes or assists with the following:
1. Maintaining established system of management reporting and internal control.

2. Ensuring that accurate and complete documentation of office procedures are maintained.

3. Liaising with supervisors, Ministry of Health officers, social workers, clergy, residents and families/responsible parties.

4. Typing minutes, reports and forms for the Administrator.

5. Filing for the Administrator.

6. Receive and sort mail into appropriate department boxes.

7. Transfer time records to payroll input records.

8. Complete payroll input records and submit to head office bi-weekly for payroll.

9. Complete and record bank deposits daily or as required.

10. Do bank deposit daily or as required.

11. Management of resident trust accounts including reconciliations, agreements and statements

12. Reconcile the daily trust float daily

13. Assist with financial sections of the admission agreements and maintain resident business files

15. Responsible for maintaining stamp machines.

17. Payroll procedures; raises, separation forms, terminations and new hire.

18. Assist with quality improvement, risk management and Occupational Health and Safety activities.

19. Assist with MOH visits as requested.

20. Assist with accreditation preparation.

21. Assist each department to maintain sick and absent records on all departments.

22. Assist with updating and revising of policy and procedure manuals if requested.

23. Assist to manage AR including sending out of invoices. Tracking of outstanding accounts and collection calls to secure payments.

24. Manage and review direct withdrawal (DWD) verification monthly

25. Take every precaution reasonable for the protection of a worker by:
a. Understand, implement and enforce compliance with the health and safety policies and program. Maintain a current level of knowledge in the area of health and safety and the Occupational Health and Safety Act

b. Ensure through documentation that all students has received departmental specific training in all health and safety policies and procedures including workplace violence, near miss/incident/accident reporting and our early and safe return to work program.

c. Provide input in the review of Review Fire Safety Plan annually and:
d. Participate in the monthly fire drills are conducted on each shift and emergency drills and training as per the emergency drill schedule

26. Ensures that they are familiar with the health and safety language in the collective agreement.

27. Other duties as assigned.

**QUALIFICATIONS**
- Business Administration or Accounting Diploma/Degree preferred.
- Knowledge of payroll, accounts receivable and payable.

**KNOWLEDGE**

A sound knowledge and background in accounting, payroll, accounts receivable, accounts payable and trust accounts management. A thorough knowledge of the requirements of the LTCHA and regulations, Ministry of Health Directives and other pertinent Provincial and Municipal Statutes, which influence the operation of the home. Familiarity with organization functions, policies and procedures of LTC homes as they relate to management. Competency with computer and office programs required.

**ATTRIBUTES**

Must be mature and possess good communication, leadership, and interpersonal skills. Must be in good physical and mental health. Must have the skill to plan, co-ordinate and supervise the delivery of services.

**ADMINISTRATIVE ASSISTANT - WORK SCHEDULE**

1. Check with Administrator for daily requirements.

2. Complete office routines as required - typing, copying, filing.

3. Receive and sort mail as received.

4. Complete payroll requirements - time records, input records, verify information inputted.

5. Complete and make deposits of resident accounts received.

6. Order and check office supplies.

7. Co-ordinate and forward purchase invoice to head office.

8. Manage trust account transactions

9. Manage AR procedures

10. All other related duties as directed by the Administrator.

Maple Park Lodge is an equal opportunity employer. We abide by the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations for job applicants with disabilities are available on request throughout the recruitment process.

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Burlington, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Are you fully vaccinated against COVID-19?

**Experience**: